To confirm the record of the meeting of the Resources Scrutiny Panel held on 21 April 2016 (previously circulated).

The minutes of the meeting of the Resources Scrutiny Panel held on 21 April 2016, copies of which had been previously circulated, were confirmed and signed by the Chairman.

In accordance with the Regulations, Members are invited to declare any disclosable interests under the Code of Conduct and the nature if those interests in respect of items on this Agenda and/or indicate if Section 106 of the Local Government Finance Act 1992 applies to them.

No declarations of interest were made.

To receive any petitions, deputations and questions received from Members of the Public in accordance with the provisions of Procedure Rule 217.

The total time allowed for this item shall be 30 minutes. Petitions, declarations and questions shall be dealt with in the order in which they are received. Questions may also be submitted at short notice by giving a written copy to the Committee Administrator 15 minutes before the start of the meeting.

The total time allowed for questions at short notice is 15 minutes out of the total time of 30 minutes. Any petitions, deputations and questions that have been submitted with prior formal notice will take precedence over questions submitted at short notice. Any questions that are not considered within the time limit shall receive a written response after the meeting and be the subject of a report to the next meeting.

No petitions, deputations or questions were received from members of the public.

To consider any questions with notice from Members received in accordance with the provisions of Procedure Rules No 219 and 219A.

No questions were received from Members.

To consider any Notices of Motion from Members submitted in accordance with the provisions of Procedure Rule No 220.

No Notices of Motion were received from Members.

To consider any matter referred to the Panel for a decision in relation to call in of a decision in accordance with Procedure Rule 206.

No matter was referred to the Panel for a decision in relation to call-in of a decision in accordance with Procedure Rule 206.

To receive Report No. 108/2016 from the Director of Resources.

Report No. 108/2016 from the Director of Resources was received the purpose of which was to provide the Resources Scrutiny Panel with an update on the current shared service arrangement with Peterborough Legal Services. The report would also provide information regarding possible alternatives to the existing arrangement with Peterborough City Council.

The Chairman, Mr Walters invited the Director for Resources, Mrs Mogg to introduce the report.

During the discussion the following points were noted:

i.              There were concerns in regards to the delays in legal advice supplied from Peterborough Legal to Oakham Enterprise Park and it was felt that there was a lack of support. Mr  King explained that there were difficulties but that this was due to certain clients being of a specialist nature, in particular units 4 and 7;

ii.            The panel enquired as to whether and Rutland County Council staff had been invited to attend any training at Peterborough Legal. Mrs Mogg informed the panel that the Governance team had attended training on routine updates such as the constitution and found this very useful. Mrs Baker would provide the panel with a training schedule of the last year;

iii.           The panel asked why staff had not been upskilled as this had been previously mentioned. Mrs Mogg explained that this was due to staff turnover and that this would be done;

iv.           The panel asked which directorate within the Council had spent the most money using Peterborough Legal. Mrs Mogg stated that this was the People Directorate. Mr Morley informed the panel that this was due to more specialist cases being undertaken within the People Directorate although this had resulted in the upskilling of the senior members of his team. Mr Morley stated that he had more confidence in his staff;

v.            Some services require legal advice ultimately. It would be about recognising the areas in which staff could be upskilled;

vi.           Mrs Mogg informed the panel that one option would be to have an in house member of staff who would provide the Council with legal advice. This could be a secondment from Peterborough Legal either for 6 or 12 months. This could benefit the Council as there would be a member of staff on hand for more urgent queries but also to provide advice rather than contacting Peterborough Legal. Mrs Mogg explained to the panel that the budget would be reduced to incorporate the in house member of staff;

vii.          Mr Miles from Peterborough Legal explained that it would be Rutland County Council’s decision as to what level of experience and knowledge the in house member of staff would need and have;

viii.        Mr King stated that speed was the reason for looking at an in house member of staff. Oakham Enterprise Park would be a prime example of the need for speed as the turnaround for legal advice was slow;

ix.           Mr Della Rocca informed the panel that he himself felt he had been upskilled in areas of legal. Mr Della Rocca did not need  ...  view the full minutes text for item 54.

To receive Report No.109/2016 from the Director of Resources

(Members are requested to bring their copy, distributed under separate cover)

Report No. 109/2016 from the Director for Resources was received the purpose of which was to report on the draft outturn figures for the financial year 2015/16 and provide an update on the status of the 2016/17 budget.

The Chairman, Mr Walters invited the Director for Resources, Mrs Mogg to introduce the report.

During the discussion the following points were noted:

i.              The panel asked if items only specifically relating to the Resources Directorate were to be discussed. Mr King informed the panel that emails on other points could be sent to himself or members of the Senior Management Team;

ii.            Mrs Mogg informed the panel that the carry forward of £533,000 was not due to service levels failing. A reason for the underspends was due to the difficulty in being able to recruit for certain roles within the Council;

iii.           Mrs Mogg also informed the panel that the reason for underspends within the IT department was partly due to the timing of the implementation of the Agresso and Website projects. A Project Manager had been recruited and they would be working on the Agresso and Websites project;

iv.           The panel asked what the reasoning was for the 8 schools not completing their maintenance works during 2016/16. Mr King stated that Uppingham C of E no longer needed their extra classroom and also that most works undertaken within the schools would be done through the school holiday period;

v.            The panel were concerned with the Senior Management Team pay review as they had previously requested that an implementation of a process and plan for the reduction of interim staffing. Mr King informed the panel that the Chief Executive  was monitoring the interim situation and analysis work had been done;

vi.           The panel asked why there had been an over spend on insurance and legal.

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EXCLUSION OF PUBLIC AND PRESS

At this point in the meeting the Chair proposed that the public and press be excluded from the meeting in accordance with paragraphs 3, 4 and 5 of Part 1 of Schedule 12A to the Local Government Act 1972 (information relating to the financial or business affairs of any particular person (including the authority holding that information and information relating to any consultations or negotiations, or contemplated consultations, in connection with any labour relations matter arising between the authority or a Minister of the Crown and employees of, or office holders under the authority)).

RESOLVED

The Panel AGREED to move into exempt session

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After debate the meeting returned to public session

AGREED:

i.              The panel noted the contents of Report 109/2016.

To consider Scrutiny issues to review

Copies of the Forward Plan will be available at the meeting

The Forward Plan was noted.

To receive any items of urgent business which have been previously notified to the person presiding.

i.              Mrs Mogg delivered a questionnaire on ICT hardware to all Members. The questionnaire asked what hardware was being used and whether Members were content with what they were using.

Mrs Mogg informed the panel that this would be sent out via email once the emails problems had been resolved.

ii.            An action point had arisen from the previous meeting. A Member from the Resources Scrutiny Panel was required to sit on the Review of Administration Project Board. Councillor Lammie and Councillor Waller expressed their interest and Members took a vote.

Councillor Lammie – 4 votes

Councillor Waller – 3 votes

Councillor Walters abstained from voting.

11 August 2016

11^th August 2016